Legal

Privacy Policy

Last updated: 2026-08-16

CloseCaddie listens to the buyer side of your sales calls so it can put answers from your knowledge base on your screen. That is sensitive material, so this page describes exactly what the product does with it. It describes CloseCaddie as it is actually built today, not as we would like it to be one day. Where something is not built yet, we say so.

1. What the extension captures

  • Tab audio only. When you click Start Session, the extension asks Chrome for a capture stream for that one tab and captures the audio that tab is playing. In a browser call, that is the other participants.
  • Your microphone only if you turn it on. By default CloseCaddie never touches your microphone — the only capture source is the tab. Teams on the Eagle plan can opt in to “Include my voice”: you grant microphone access once, explicitly, and can turn it off at any time in the popup. Mic audio is transcribed live into your own transcript lines and, like all audio, is never stored as a recording.
  • Only while you say so. Capture begins when you start a session from the CloseCaddie popup and stops when you end the session, close the tab, or the connection drops. There is no background listening and no always-on mode.
  • No video, no screenshots, no page content. The extension injects an overlay onto the call page to draw answer cards. It does not read, scrape or transmit the contents of pages you visit.
  • Not even the call URL. The session record identifies the call by the numeric Chrome tab id (stored as tab:123), not by web address. We do not receive the meeting link.

2. What happens to the audio

Audio is downsampled in the browser to 16 kHz mono and streamed to the CloseCaddie backend over an authenticated WebSocket. The backend holds it in memory in short chunks, sends each chunk to Groq for transcription, and discards it as soon as text comes back.

Audio is never written to disk and never stored in our database. There is no recording of your call to play back, export or leak. Only the text transcript is kept.

3. What we do store

Everything CloseCaddie keeps lives in our own database and our own vector store:

  • Account and organisation records. Your name, email address, a bcrypt hash of your password (never the password itself), your role, the organisation you belong to, its name and plan tier, and your current session token with the time it was issued.
  • Knowledge base documents. The title, source label and full text of every document you upload, plus the chunks of that text and their embeddings in the vector store.
  • Call sessions. A session id, the account name you typed, the tab reference described above, start and end times, status, and the transcript as a list of lines with speaker role, text, a confidence score and a timestamp. The transcript also includes the answers CloseCaddie showed you, so the post call summary knows what was on your screen. Alongside it we store the drafted follow up email and a truncated copy of the transcript that the search box on your call list runs against.
  • Action items. Title, description, owner (you or the buyer), status, due date and the call they came from.
  • Answer cards. Every card CloseCaddie put on screen: the question as transcribed, the answer, the verdict (yes, no, info or not sure), whether it came from cache, and how long it took. This is what powers the answer rate on your dashboard and the report of questions your knowledge base could not answer.
  • Cached answers. Previously answered questions and their answers are cached per organisation in the vector store so common questions come back instantly. The cache is scoped to your organisation and is cleared whenever your knowledge base changes.

The Chrome extension itself stores three things locally in your browser, and only in your browser: the address of the backend it talks to, your session token, and the last account name you typed so it is prefilled next time. Nothing else is kept on your machine, and none of it is synced to your Google account.

4. Who else sees your data

Groq is our subprocessor for call content. We send Groq short audio chunks for transcription (Whisper large v3 turbo) and text for language model inference: transcript lines to work out whether a question was asked, the question plus the relevant excerpts from your knowledge base to write an answer, and the transcript at the end of the call to extract action items and draft the follow up email.

Deepgram, only on Eagle plans with real-time transcription switched on: audio chunks stream to Deepgram for live transcription instead of Groq Whisper. Same rule applies — audio in, text back, nothing retained by us as a recording.

Embeddings are generated locally. Your knowledge base is chunked and embedded on our own server using the model built into ChromaDB (all MiniLM L6 v2). Your documents are not sent to an embeddings vendor.

No trackers. Neither the extension nor the web app contains analytics, advertising or session replay software. We do not sell your data, and we do not share it with advertisers or data brokers.

5. We do not train on your data

Your calls, transcripts and knowledge base are never used to train or fine tune any model, ours or anyone else's. Data goes to Groq only to produce the result you asked for, and comes straight back.

6. The screen share guard

Answer cards are drawn inside the call page, which means a screen share or tab share would otherwise capture them. CloseCaddie watches for the moment the page asks to share a screen, tab or window and hides the overlay immediately, before the browser picker even opens, so no frame can be captured with a card on it. If you cancel the picker, the cards come back.

One honest limitation: this works by watching the call page itself. If you share your screen from a separate desktop application, that never touches the page and CloseCaddie cannot see it. For those cases there is a manual hide on Ctrl or Command, Shift, H, and a hide button in the popup. While hidden, the only thing left on screen is a small grey or green dot with no wordmark on it.

7. How long we keep things

  • Caddie (free): the app shows your calls from the last 7 days.
  • Birdie (paid): the app shows your full call history.

Be clear on what that means. It is a visibility window, not a deletion schedule: on Caddie, calls older than 7 days stop appearing in the app, but the records are still in our database until they are deleted. We do not currently run an automatic purge. If you want older records actually removed, ask us and we will do it.

Your session token expires 30 days after it is issued, after which you have to sign in again.

8. Getting at your data, and getting rid of it

What you can do yourself in the product today:

  • Read every call you have, including the full transcript, action items and email draft.
  • Delete any knowledge base document, which also removes its chunks and embeddings from the vector store.
  • Delete any action item.
  • Remove a team member, which deletes their user record.
  • Sign out of the dashboard, which clears the token from your browser. Signing back in issues a new token and retires the old one.

What is not built yet, stated plainly: there is no self serve button to delete an individual call record, no bulk export, and no automated account deletion. If you want a call deleted, your whole account and organisation deleted, or a copy of your data, email us at hello@closecaddie.com and we will do it by hand. We aim to complete these requests within 30 days.

9. Security

  • Passwords are stored as bcrypt hashes. We cannot read them.
  • API and WebSocket access requires a bearer token that expires after 30 days.
  • Every query is scoped to your organisation. Knowledge bases, answer caches and call records never cross between organisations.
  • The answer cache is stored per organisation and is wiped whenever your knowledge base changes, so a stale answer to a changed policy cannot be served.

No system is perfect. If you find a security problem, please tell us at hello@closecaddie.com before telling anyone else.

10. Recording law is your call to make

CloseCaddie transcribes what is said on your calls. Whether you need to tell the other side about that depends on where you and they are. Some places require every party to consent. That obligation sits with you, not with us, and CloseCaddie deliberately does not announce itself in the meeting. Please check your local rules and your own company policy before you use it.

11. Changes

If we change how CloseCaddie handles data, we will update this page and move the date at the top. Material changes will also go to account owners by email.

12. Contact

Questions, deletion requests, or anything on this page that does not match what you see in the product: hello@closecaddie.com.

CloseCaddie Technologies Inc.